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 Managed Print System Project

 

October 16, 2017

Dear Colleagues:

As you are all aware, faculty and staff throughout the district are working to identify opportunities for cost savings to address our current budget pressures. Every dollar saved on overhead costs is another dollar we have to better serve students and preserve faculty and staff positions. As a district team we are investigating options for implementing a managed print service (MPS) contract to support faculty and staff print output. This is being pursued for two reasons. First, there are some important opportunities for reducing our overall print output. This is one of the sustainability goals identified in the most recent Facilities Master Plans. Secondly, by deploying a more efficient and cost-effective print system, there is a potential for significant budget savings.

The MPS project will consist of two phases: Assessment and Deployment. In the Assessment phase, a vendor partner will analyze our network and locally attached print traffic as well as document the physical placement of all existing print output devices. Rabbit Office Automation (http://www.roa-usa.com/) will conduct the Assessment. They come highly recommended by Santa Clara University and the Santa Clara County Housing Authority. Once the Assessment phase is complete ROA will recommend a plan for Deployment. This plan will include recommendations on print device types and placement.

When the district decides to move forward with the Deployment phase, the recommendations for device type and placement will be finalized in consultation with affected stakeholders. In short, the goal is to have the right number of the right type of devices in the right places to assure that faculty/staff printing is convenient, cost effective, and sustainable. The Deployment plan will also include strategies for reducing print output overall such as increasing our use of systems like Office365 and Canvas.

If you have any questions or need additional information, please feel free to contact any member of the MPS Team listed below.

Stay tuned for further updates.

Thanks,

The Foothill-De Anza MPS Team

Foothill
Bret Watson
Brenda Davis Visas

De Anza
Susan Cheu
Pam Grey

Central Services
Joe Moreau
Kevin McElroy
Annette Perez
Sharon Luciw

 

Project Schedule

 Assessment Phase

     Inventory of all Copier, Print and Scan Devices by the vendor, ROA escorted by ETS Technical Services staff:

        De Anza Campus:  Fall Quarter 2017

        Foothill and Sunnyvale Campuses: Winter Quarter 2018

 

Deployment Phase

     Details pending the Assessment phase.

 

During the Assessment Phase the following Applies for Printer Purchase Requests:

For Networked printers:
If the printer is broken and there are no other networked printers in the same area that can be used after an assessment by ETS, then a replacement printer may be ordered.
If the request is to add a new printer, ETS will look for existing printers in the area that can be used before the approval to purchase a new printer is given.

For single user printers:
If the printer is broken and there are no other networked printers in the same area that can be used after an assessment by ETS, then a replacement printer may be ordered.
If the request is to add a new printer, ETS will look for existing printers in the area that can be used before the approval to purchase a new printer is given.